Blank Transcript Release Authorization PDF Template

What is a Transcript Release Authorization (TRA) form?

A Transcript Release Authorization (TRA) form is a document that allows one educational institution to send your official academic transcript to another institution. In this case, it specifically authorizes Ashford University to provide your transcript to the American Public University System. Signing this document is necessary for the transfer of your academic records.

How can I submit my signed TRA form?

You can submit your signed TRA form by scanning the document and saving it as a JPG, PDF, or TIF file. Then, log in to your myCampus account, open your Document Log, and click on the upload link next to the TRA form's listing. Browse and select your scanned copy from your saved files to upload it. If you encounter any issues with scanning and uploading, you should contact the provided email at tra@apus.edu for assistance.

Is a faxed signature on the TRA form acceptable?

Yes, a faxed signature is considered as valid as an original on the TRA form. This means you can fax the signed document if you cannot submit it electronically, ensuring the process is as convenient as possible for you.

Can I request my transcript be sent electronically?

Yes, the American Public University System welcomes electronic transcripts. If the issuing institution uses an electronic document delivery service, they can locate the American Public University System under the receiving member menu or send the transcript notification directly to the email address provided in the TRA form.

What information must be included in the TRA form?

The TRA form requires your complete details, including your name (both current and previous, if applicable), date of birth, social security number, student ID, contact information (phone number and email address), and the last year you attended the institution. It also requires your signature and the date of signing to authorize the transcript release.

Who should I contact if I have trouble scanning or uploading the TRA form?

If you encounter any issues with scanning or uploading the document, you should reach out to the specified email address, tra@apus.edu, for further assistance and guidance on alternative submission methods.

What is the processing fee for the transcript request, and how can I make the payment?

The document does not specify the exact amount for the processing fee. It indicates that a section is available for APUS office use to charge a credit card for one transcript's cost. For details about the fee and payment options, it's advised to directly contact the institution or consult the myCampus platform.

After submitting my TRA form, how can I ensure it has been processed?

Following submission, you should monitor your Document Log within myCampus for updates. Additionally, keeping in contact with the receiving institution (APUS) can provide confirmation once they have received and processed your transcript request.

Is it possible to request transcripts from multiple colleges using one TRA form?

Yes, this TRA form authorizes APUS to modify college delivery information as necessary, allowing you to request transcripts from all colleges you previously attended using a single document. However, ensure that each institution's requirements are met when preparing your form.

When completing the Transcript Release Authorization (TRA) form, individuals often make the following errors:

1. Not scanning the document in an acceptable format. The instructions clearly request the form to be saved as a jpg, pdf, or tif file. Ignoring these specifications can lead to an inability to submit the form properly through the myCampus Document Log, as other formats may not be supported or could result in reduced quality that hampers legibility.

2. Failing to properly log into the myCampus system to access the Document Log for uploading. This step is crucial for correctly submitting the TRA form. Neglecting to open the Document Log or incorrectly navigating the myCampus system can prevent successful upload and submission of the required document.

3. Omitting the document's upload by not clicking the upload link next to the document’s listing within the Document Log. This action is essential for attaching the scanned document to the correct file within the system, ensuring it is received and processed by the relevant department.

4. Incorrectly selecting the saved file for upload due to not browsing and choosing the scanned copy of the document from saved files accurately. This mistake can result in the wrong document being submitted or in an upload failure, both of which can delay the transcript release process.

5. Not contacting the provided email address in case of issues with scanning or uploading the document. The guidelines offer a solution by advising individuals to reach out to tra@apus.edu if they cannot scan and upload the file themselves. Overlooking this alternative can halt progress, especially when facing technical difficulties.

6. Improperly filling out personal information on the TRA form. Any discrepancies in details such as the last year attended, Student ID, previous name, date of birth (DOB), Social Security number (SSS), phone number, or email address can lead to verification issues, thereby preventing the transcript from being sent or correctly matched to the student’s record at the receiving institution.

Additionally, errors often found below the student section include:

• Inaccurately completing payment information for transcript processing fees. This may involve filling out the credit card type, account number, and expiration date incorrectly, potentially delaying the transaction and, consequently, the transcript release.

• Ignoring the institution's preference for electronic transcripts. When the form allows for electronic delivery and provides specific instructions, not utilizing this faster and more secure option can unnecessarily delay the process.

• Leaving the signature and date fields empty. The form stipulates that a student's signature is necessary for the authorization to be valid. A faxed signature is considered as effective as an original. Not signing or dating the form renders it incomplete and stalls the process.

When requesting or releasing academic records, several documents often accompany the Transcript Release Authorization form. These documents ensure a comprehensive and accurate exchange of information between educational institutions or between an individual and an organization requiring the verification of academic credentials. Understanding each document's purpose can streamline the process, making it more efficient for all parties involved.

• Letter of Recommendation Request Form: This form is used by students who are applying for further education or opportunities. It helps in formally requesting letters of recommendation from professors or academic advisors, which may accompany the transcript as part of an application package.
• FERPA Release Form: The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. The FERPA Release Form authorizes educational institutions to release the student's records, such as transcripts, to third parties.
• Student Information Update Form: Before requesting a transcript, students may need to update their personal information (e.g., name changes or address updates) to ensure that the transcript reflects the current and correct information. This form facilitates these updates.
• Application for Admission: When applying to another educational institution, the application form is a critical document that is often submitted along with the Transcript Release Authorization form. It provides the new institution with essential information about the applicant's academic and personal background.
• Enrollment Verification Form: This document is used by students to prove their enrollment status in an educational institution. It is often required for insurance, loan deferment, or other purposes where verifying a student's current or past enrollment status is necessary.
• Financial Obligation Settlement Form: Some institutions may not release official transcripts if the student has outstanding financial obligations. This form is used to settle any debts or to confirm that there are no outstanding balances, clearing the way for the release of the transcript.

Together, these documents support a variety of processes, from academic applications to the verification of student status for third parties. Familiarity with both the contents and the purposes of these forms can significantly ease the administrative burden on students, academic institutions, and organizations alike, ensuring smoother transactions and clearer communications.

The Transcript Request Form is quite similar to the Transcript Release Authorization form as it facilitates the process of requesting academic records from educational institutions. Both forms are used by students or alumni to formally request their academic transcripts. However, the Transcript Request Form might be more broadly used across different institutions, detailing the specific course or program for which transcripts are needed. The fundamental purpose of both documents is to authorize the release and transfer of academic records from one educational institution to another.

A Medical Records Release Form shares similarities with the Transcript Release Authorization form in terms of function, focusing instead on personal health information. Like the Transcript Release Authorization, which allows educational institutions to share academic records, the Medical Records Release Form authorizes healthcare providers to release medical records to other healthcare providers, insurance companies, or the patient themselves. The patient's consent is essential in both documents, safeguarding personal information, whether it be educational or medical.

The Power of Attorney Form, while broader in scope, has a fundamental similarity to the Transcript Release Authorization form regarding authorization. The Power of Attorney allows an individual to grant another person the authority to make decisions on their behalf, covering a wide range of actions. In contrast, the Transcript Release Authorization is specific to educational records. Both require explicit consent from the individual granting the authority, ensuring actions are taken with their permission.

The Document Upload Instructions seen in the Transcript Release Authorization form share a procedural resemblance with those found in Employment Verification Request Forms. These instructions guide individuals on how to digitally submit documents required for verification processes. For employment verification, individuals might need to upload documents proving their employment status, similar to how students upload the Transcript Release Authorization form to facilitate the transfer of their academic records.

A Loan Application Form often requires the applicant's consent to release financial information, echoing the Transcript Release Clause's approach to authorization. While the Loan Application seeks permission to verify financial status and credit information, the Transcript Release allows the sharing of academic records. Both forms involve consenting to the retrieval and sharing of personal information as part of a larger application process.

Privacy Consent Forms are similar to the Transcript Release Authorization form in that they primarily focus on the person's consent to share specific information. In the context of privacy, these forms can be used to authorize the release of personal data for a variety of purposes, reflecting the same fundamental requirement for consent that underpins the release of academic transcripts. The key element in both documents is the individual's permission, which enables the sharing of information within defined boundaries.

The FERPA Release Form is directly related to the Transcript Release Authorization form as it also deals with the privacy and sharing of educational records. Enacted by the Family Educational Rights and Privacy Act (FERPA), this form allows students to specify which parts of their educational records can be shared and with whom. Both forms are governed by regulations that protect students' privacy rights, ensuring that any sharing of educational information is done lawfully and with explicit consent.

When handling the Transcript Release Authorization (TRA) form, it's important to approach the task with attention to detail and a clear understanding of the requirements to ensure a smooth process. Below is a guide highlighting the dos and don'ts when filling out and submitting this form.

Things to Do

1. Before anything else, thoroughly review the entire TRA form to understand what information and steps are required.
2. Ensure your scanner is set to a high-quality setting before scanning the document to produce a clear and legible copy.
3. Save the scanned document in an accessible location on your computer, using a file naming convention you'll remember, and as one of the specified formats: jpg, pdf, or tif.
4. Access your myCampus Document Log promptly to avoid any delays and click the upload link corresponding to the TRA document’s listing.
5. Double-check the scanned document for clarity and completeness before uploading it to ensure all details are readable.
6. Should you encounter any issues with scanning or uploading the document, don't hesitate to reach out promptly to the specified contact email, tra@apus.edu, for assistance.
7. Verify all personal information, including your student ID, name (both current and previous, if applicable), date of birth, social security number, and contact details to prevent any processing delays.
8. Confirm the recipient institution's address and details are correct and up to date to ensure your transcript reaches the intended destination.
9. Sign the document using a clean, legible signature to validate its authenticity; remember that a faxed signature is considered as valid as the original.
10. If available, utilize the electronic transcript submission option for quicker processing, ensuring to follow the specific submission instructions provided.

Things Not to Do

• Do not overlook the requirement to save the scanned copy of the TRA form in one of the specified file formats; failure to comply may result in an inability to upload the document.
• Avoid using low-resolution settings when scanning the document, as this can result in an unreadable submission.
• Do not forget to check the website or contact details for submitting electronic transcripts if that option is more convenient or preferred.
• Resist the temptation to leave any sections of the form incomplete, particularly those fields requiring personal identification information.
• Do not wait until the last minute to initiate this process, as unexpected delays could affect the timely processing of your request.
• Avoid submitting the form without your signature, as the lack of a signature may invalidate your authorization request.
• Do not hesitate to reach out for help if any part of the process is unclear or if you encounter technical difficulties with the myCampus portal.
• Do not send the TRA form to the wrong institution or email address; double-check the recipient's information before submission.
• Resist submitting unclear or incomplete scanned copies of the form, as this could delay processing times.
• Finally, do not ignore the option for electronic submission if your previous institution supports it, as it could expedite your transcript's delivery.

• One common misconception is that the Transcript Release Authorization (TRA) form can only be submitted in physical form. In reality, the form provides clear instructions for electronic submission, emphasizing the acceptability of digital copies. This digital process includes scanning the document and uploading it to a specific portal, accommodating those who might not readily have access to traditional mailing services or prefer the convenience of digital transactions.

• Another misconception is that personal contact information is unnecessary on the TRA form. However, providing details such as a phone number and email address is crucial. These pieces of information ensure clear communication pathways between the student and the institution, facilitating any necessary follow-up or clarification regarding the transcript request.

• Many believe that any digital format is acceptable for the uploaded document, but the form specifies only jpg, pdf, or tif files. This constraint ensures the file's compatibility with the institution's document management systems, minimizing the risk of technical issues that could delay processing.

• There's a misconception that the TRA form is only relevant for current students. Alumni are also required to use this form when requesting official transcripts to be sent to other institutions, underscoring the form's broad applicability to both current and former students seeking to authorize transcript release.

• Some think that submitting the TRA form automatically incurs a fee, payable via credit card information included on the form. However, the section requesting credit card information is designated for office use only, indicating that payment processes might differ and not every submission directly leads to a charge.

• It's mistakenly believed that an electronic signature isn't acceptable. The text "Faxed signature is as good as original" implies the acceptance of faxed documents, indicative of the institution's broader acceptance of electronic or digitized signatures, streamlining the authorization process in our increasingly digital world.

• Another assumption is that the TRA form is solely for authorizing the release of transcripts to American Public University System (APUS). While it specifically mentions APUS, the statement allows for the modification of delivery information to request transcripts from all colleges previously attended by the student, highlighting the form’s flexibility.

• There's a false belief that the form lacks provision for the inclusion of transcripts from institutions that prefer electronic delivery. On the contrary, instructions for electronic transcripts are clearly outlined, accommodating institutions that use electronic document delivery services, thus facilitating a more efficient and secure exchange of documents.

• A common error is overlooking the importance of the “Last Year Attended” field, assuming it to be optional or irrelevant. This information is critical for identifying the correct academic records among those who share similar names or other identifying details, ensuring the accuracy of the transcript sent.

• Finally, there is a misconception that the TRA form limits requests to one transcript at a time. The form itself doesn't specify a limit on the number of transcripts requested, and the mention of a "copy of this request" implies the possibility of multiple transcripts being ordered under a single authorization, as long as appropriate arrangements are made.

Key Takeaways for Using the Transcript Release Authorization (TRA) Form

• Before submitting the TRA form, ensure it is signed and scanned, being saved either as a jpg, pdf, or tif file.
• To upload the form, access your Document Log inside myCampus, find the appropriate link for document upload, and select your saved file.
• If you encounter issues with scanning or uploading the document, it is advised to reach out for assistance via tra@apus.edu.
• This form permits Ashford University to send your official transcript to the American Public University System, providing necessary details such as institution address, last year attended, and personal identification info.
• Remember to include your student ID, full name (including any previous names), date of birth, Social Security Number, phone number, and email address accurately on the form.
• To make this authorization valid, your legal signature and the date signed must be included on the document.
• The form explicitly states that by signing, you allow the American Public University System to request transcripts from all colleges you've previously attended on your behalf.
• For the records office, specific instructions are provided for mailing the official transcript along with a copy of the request to a designated address—and electronic submissions are encouraged.
• Under no circumstance should the student write below the specified line on the form, as the remaining portion is for American Public University System office use only.
• Charges for the transcript request will be applied to the credit card provided in the form for APUS office use, illustrating the need for careful review to ensure all financial obligations are understood.

This form is crucial for authorizing the release and submission of your educational records to further your academic and professional endeavors. Pay close attention to each requirement and instruction to ensure a smooth and timely process.